Begin with the End in Mind: A Records Management & Archives ...

5.2.1.2.b
Preparing records for storage at the State Records
Center
State Records Center staff annually transport more than 60,000
cubic feet of records from approximately 110 state agencies to the
records center. To facilitate the transfer process and improve
management controls over the records in storage at the SRC, we ask
your assistance in following the procedures listed below. Deviating
from these established procedures may result in unnecessary delays
in completing your transfer.
Records storage box requirements
Unless otherwise approved on the RMD 106, Records
Storage Approval Form, all records must be packed in the
standard records center storage box.
Boxes must be new and free of all markings except for the agency box number as
described below in the section, Numbering boxes.
An exception may be made for boxes used to store records at the agency prior to
transfer to the SRC. See page 26 for additional information regarding box
requirements and ordering information.
Packing records to be stored
Receiving rooms, circa 1960s,
TSLAC
When removing records from file cabinets, keep them in order. For example:
• If filed in numerical order—begin packing the first box with the lowest number as
the first file and pack all files in order, ending with the highest number as the last
file in the last box in a shipment.
• If filed in alphabetical order—begin with "A" in the first box and keep the files in
order throughout so the last letters of the alphabet will be in the last box.
If records in the file cabinets are not arranged in a logical order that can be used for
retrieving files, they must be put in order before packing boxes. For the purpose of
returning files to the agency from records in storage, SRC staff must be able to quickly
and easily locate a file within a box.
Pack only one records series with the same disposal date in the boxes for the same
shipment.
Do not include hanging files. If records are stored in hanging files, transfer them to a
file folder and replicate the label used on the hanging files.
Place both legal-size and letter-size records upright in the box, as they would be
arranged in a file drawer. Leave two (2) inches of space in the box.
Place both legal- and letter-size records in the box sideways, facing the long side of
the box.
Stack computer printouts and ledgers on their backs facing the lid of the box. Do not
stack above handholds.
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